Privacy Policy

Karla Cloete Registered Counsellor- Counselling with KC (collectively referred to as “we,” “us,” or “our” in this privacy policy) is committed to safeguarding the privacy of individuals (“you” or “data subjects”) whose personal information we collect and process. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in compliance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa. By engaging with us, you consent to the practices described in this policy.

1. Definitions

1. 1.1 Personal Information: Information relating to an identifiable, living, natural person, and where applicable, an identifiable, existing juristic person, including but not limited to contact details, demographic information, and opinions of and about individuals.
2. 1.2 Processing: Any operation or activity concerning personal information, including collection, storage, modification, dissemination, or destruction.
3. 1.3 Data Subject: The person to whom personal information relates.
4. 1.4 Responsible Party: The entity that determines the purpose and means of processing personal information.

2. Information We Collect

We may collect various types of personal information, including but not limited to:

• 2.1 Contact Information: Name, address, telephone number, email address.
• 2.2 Demographic Information: Age, gender, race, nationality.
• 2.3 Financial Information: Banking details, donation history.
• 2.4 Health Information: Medical history, disabilities.
• 2.5 Employment Information: Occupation, employer details.
• 2.6 Digital Information: IP address, browser type, browsing behaviour.

3. Methods of Collection

We collect personal information through various methods:

1. 3.1 Direct Interactions: When you provide information by filling out forms, subscribing to our services, or communicating with us.
2. 3.2 Automated Technologies: Through cookies and similar technologies when you interact with our website.
3. 3.3 Third Parties: From partners, service providers, or public databases.

4. Purpose of Processing

We process personal information for the following purposes:

1. 4.1 Service Delivery: To provide and manage our programs and services.
2. 4.2 Communication: To send updates, newsletters, and respond to inquiries.
3. 4.3 Fundraising and Donations: To process donations and maintain donor records.
4. 4.4 Compliance: To comply with legal obligations and regulatory requirements.
5. 4.5 Research and Development: To improve our services and develop new programs.
6. 4.6 Security: To protect our operations and prevent fraud.

5. Legal Basis for Processing

Our processing of personal information is based on one or more of the following legal grounds:

1. 5.1 Consent: Where you have provided explicit consent for specific processing activities.
2. 5.2 Contractual Necessity: Where processing is necessary for the performance of a contract to which you are a party.
3. 5.3 Legal Obligation: Where processing is required to comply with applicable laws.
4. 5.4 Legitimate Interests: Where processing is necessary for our legitimate interests, provided these do not override your rights.

6. Failure to provide personal data

Where we need to collect personal data by law or to provide our services and you fail to provide that data when requested, we may not be able to provide you with these services. In this case, we may have to suspend or stop the provision of our services, but we will notify you if this is the case at the time.

7. Special Personal Information

We may process special categories of personal information, such as:

1. 7.1 Health Information: To accommodate specific needs in our programs or in the event of an emergency.
2. 7.2 Race or Ethnic Origin: For reporting and compliance with diversity initiatives.

Processing of such information will only occur with your explicit consent or where legally permitted.

8.  Sharing of Personal Information

We may share your personal information with:

1. 8.1 Service Providers: Third parties who provide services on our behalf, bound by confidentiality agreements.
2. 8.2 Affiliated Organizations: Partners and affiliates involved in delivering our programs.
3. 8.3 Legal Authorities: When required by law or to protect our rights.

Donors and Sponsors: Aggregated data may be shared to demonstrate impact, without revealing identifiable information.

9.  International Transfers

Your personal information may be transferred to and processed in countries other than South Africa. We will ensure that such transfers comply with applicable data protection laws and that appropriate safeguards are in place.

10. Data Security

We implement appropriate technical and organizational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include:

1. 10.1 Access Controls: Restricting access to personal information to authorized personnel.
2. 10.2 Encryption: Using encryption technologies to protect data during transmission.

Regular Audits: Conducting regular security assessments and audits.

11. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or as required by law. Retention periods are determined based on:

• 11.1 Legal Requirements: Compliance with statutory obligations.
• 11.2 Operational Needs: Ensuring the continuity of our services.
• 11.3 Historical Record: Maintaining archives for research and historical purposes.

12. Your Rights

As a data subject, you have the following rights:

• 12.1 Access: To request a copy of the personal information we hold about you.
• 12. 2 Rectification: To request correction of inaccurate or incomplete information.
• 12.3 Erasure: To request deletion of your personal information, subject to legal constraints.
• 12.4 Restriction: To request limitation of processing under certain circumstances.
• 12.5 Objection: To object to processing based on legitimate interests or for direct marketing purposes.
• 12.6 Data Portability: To receive your personal information in a structured, commonly used format.

13. Exercising Your Rights

To exercise your rights, please contact us using the details provided in Section 16.  We may require verification of your identity before processing your request. We will respond to your request within a reasonable timeframe and in accordance with applicable laws.

14. Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance user experience and analyse website traffic. You can control the use of cookies through your browser settings. However, disabling cookies may affect the functionality of our website.

15. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites and encourage you to read their privacy policies.

16. Contact Information

If you have any questions or concerns about this Privacy Policy or our data processing practices, please contact us at:

Karla Cloete Registered Counsellor- Counselling with KC

karla@counsellingwithkc.co.za

17. Complaints

If you believe that we have infringed your privacy rights, you have the right to lodge a complaint with the Information Regulator:

Information Regulator (South Africa)

JD House

27 Stiemens Street

Braamfontein, Johannesburg, 2001

P.O Box 31533, Braamfontein, Johannesburg, 2017

 complaints.IR@justice.gov.za

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the effective date. We encourage you to review this policy periodically.

19. Acceptance of Terms

By engaging with us or using our services, you signify your acceptance of this Privacy Policy. If you do not agree with this policy, please refrain from providing us with your personal information.

20. Governing Law

This Privacy Policy is governed by the laws of South Africa. Any disputes arising from this policy shall be subject to the jurisdiction of South African